Hosting an event
Simply put, events are something that is different from ordinary life.
To create a special moment that will be felt by clients or employees, you need a partner to host the event. A team of specialists with extensive experience and special competencies. You will need organizers, in other words, an event agency.
Hosting and planning the event itself will likely be a very stressful process. Read our tips to better prepare for your special moment. We hope our advice will be useful to you.
1. Start preparing early
Preparations for a major event should begin four to six months in advance. Small events can be planned a month in advance. It will take you a lot of time to coordinate between the different parties involved - participants, customers, suppliers. Modern communications allow you to communicate faster than ever before in human history, and it seems like preparations are happening literally on the fly.
But quality always takes time. Mistakes during the event will be very costly, so plan enough time to prepare for both the tender and the event itself.
2. Set yourself up to be flexible
Not everything will go according to plan, but that's normal in the event business. People's interests, their plans and especially their tastes are constantly changing; there is nothing certain here. It's better to prepare for this in advance. There will be many changes until the last moment of the event. But, take comfort in the thought that if you achieve a better effect as a result of the changes, you will be able to hold a better event. So change is your way to become a better person.
3. The right event team
You are unlikely to be able to hold a large-scale event using only an internal team. You will need technical contractors, a director, and specialists in highly specialized matters such as floristry. How the event as a whole will be perceived will depend on which team you gather.
Moreover, a star team is not necessarily just a team of “stars”. It is important whether these people can interact effectively, resolve contradictions, and work together for results.
Break events into blocks (e.g. registration, technology, catering, transportation) and assign a block to each member of your team. Let them take individual responsibility for their area of the event.
4. Information management.
It is very important that the team works on the event in a common information field. Regular meetings, shared documents, for example in cloud Google spreadsheets, chats in Telegram or WhatsApp help with this.
Create a general document that details everything related to the event, identifying vendors, their event responsibilities, plans, and buildings. Then you and your entire team will be confident that they will not miss changes and will be able to identify in time if something is going wrong.
5. Prepare a Plan B for your event
The truth is, it's very rare that an event goes off without a hiccup or at least one problem. Assess the critical elements of the event that must be implemented. Have a little brainstorm about what could go wrong. And, based on this, prepare response plans for any possible changes in the event program.
6. Rehearsals before the event.
Each “run”, i.e. rehearsing one or another block significantly improves the quality of the final event. Gather a team, mentally go through everything, from installation, construction to the finale of the event. Rehearse texts and slides. Let all interaction problems emerge at this stage. Yes, there is never enough time. But the quality depends on how much you rehearsed before the premiere! Then the mistakes will not be corrected!
7. Film and photograph everything
A beautiful picture is worth a thousand words. Positive photos are an important way to demonstrate the success of your event, even to those who weren't there. A successful reporting video will create an additional effect from the event, programming the memory of the participants.
A separate issue is the technical shooting of all budget items in order to understand what the money was spent on. Take photos of banners, promotional staff, installation work, gifts, etc. It will be much easier for you to analyze success or failure
8. Expanding the audience of events online
Hosting an event is an ideal way to create content for social media. You have a reason to expand your audience! Launch special digital projects on social networks such as Facebook, Instagram, TikTok, VK, through video channels Youtube, Vimeo and, most importantly, in instant messengers, through Telegram channels.
This cannot be left to chance; it is necessary to prepare special content for the online audience. But, if the idea is original and attracts the interest of the audience, users will watch videos, participate in competitions and share on their social network accounts, thus increasing the overall audience of the project. The effect of the event is multiplied, significantly exceeding the reach of a regular event.
9. Quick follow up
Immediately after the event, summarize the results. While the experience is fresh in your mind, write down all the problems and, just as importantly, what worked. Express gratitude and make decisions for further improvements.
Many organizers fall into the trap of taking a break. But then the impressions become blurred, you lose details that were especially visible during the event. To avoid this, quickly summarize.
10. Believe in yourself.
You, as the captain of the ship, must carry out the event from beginning to end, avoiding all obstacles. Assemble a team, distribute responsibility, take care of the audience and remain optimistic in any situation. People must believe in you, trust you, which means you also need to live up to them. Be the captain!
A small educational program on holding events.
What are the formats for holding events?
Here are the main and typical formats for which agencies are invited.
- Business conferences and forums
- Corporate holiday (Company Day, Brand Day)
- Team building (team building event)
- Professional holiday (Oilman's Day, Metallurgist's Day)
- Company anniversary
- Corporate New Year
- Corporate outing (another typical name is Family Day)
- Dealer conference, convention
- Offsite conference for partners / employees
- Cyclic meeting (often with pharmaceutical companies)
- Ceremony (award presentation)
- Test drive (for journalists or for clients)
- Product launch / product presentation
- Incentive tour (incentive trip)
- Press events (press conferences, press tours, press presentation)
- Private events (Birthday, wedding, anniversary)
- Children's parties (we don't do that)
THEY ARE NOT AN EVENT
Promotions are not events, since they are usually held over a long period of time, have a wide audience that is personally unknown to the customer in advance, and are often held simultaneously in different places or even different regions.
Exhibitions and conferences are not actual events, since they have a wide audience that is personally unknown to the customer in advance. Most often, the participation of guests is financed not from the customer’s budget, but through the sale of tickets or exhibition stands and does not create an atmosphere of solemnity.
SERVICES FOR ORGANIZING AND HOLDING EVENTS
Eventum Premo provides a full range of services for organizing marketing and business events, providing a full range of services:
- Development of a creative concept for the event
- Event site selection, event logistics
- Selection of artists and entertainment acts
- Decoration, technical solutions
- Production of branded products
- Selection and training of personnel for the event
- Event administration
- Preparation of photo and video reports
- Digital support of the project
The quality of your event is ensured by a team of 70 specialists: event managers, designers, decorators, PR specialists, directors and scriptwriters, engineers and technical specialists. We work to ensure that the holding of events, technical solutions, organization of show programs - everything is at the highest level!
A competent choice of an event organization agency will affect the successful holding of presentations, press conferences or PR campaigns. By choosing Eventum Premo, you are choosing the most famous event agency in Russia, the best event specialists with extensive experience in holding corporate events.
We have the lowest staff turnover among event agencies. Our established team includes experienced specialists in organizing corporate and business events - we are working to preserve knowledge in our company. This way we can guarantee the success of your event.
